Management and Financial Audit of the Hawai`i Tourism Authority’s Major Contracts A Report to the Governor and the Legislature of the State of Hawaii Report No. 03-10 June 2003_part3 ppt

13 Chapter 2: The Hawai`i Tourism Authority Enabled the Hawai`i Visitors & Convention Bureau to Exploit State Contract Funding Chapter 2 The Hawai`i Tourism Authority Enabled the Hawai`i Visitors & Convention Bureau to Exploit State Contract Funding The Hawai`i Tourism Authority recently ended two multi-year contracts valued over $150 million with the Hawai`i Visitors & Convention Bureau (HVCB) to market Hawai`i to leisure and business travelers. A review of the authority’s contract management and internal controls reveals that the authority failed to safeguard state funds allocated for these marketing efforts. Poorly written contracts and inadequate oversight by the authority resulted in HVCB’s exploitation of state contract funds. With Hawai`i facing a potential decline in visitor arrivals of 8.5 percent from 2000 to 2002, it is critical that the moneys allocated to tourism marketing are spent wisely, and those who spend it are held accountable for results. Ultimately, the authority’s failure to exert adequate controls allowed HVCB to “run amok” with state contract funds. 1. Inadequate oversight by the Hawai`i Tourism Authority provided the Hawai`i Visitors & Convention Bureau with a blank check to spend state funds for self-serving purposes. 2. The authority’s failure to monitor and enforce its marketing contracts with the bureau leaves little assurance that $151.7 million in state funds were effectively spent to promote Hawai`i as a visitor destination. The authority’s inadequate oversight enabled HVCB to spend a disproportionate amount of state contract funds on its own organization and selected others rather than the state as a visitor destination. Specifically, we found that HVCB significantly increased the number of its state-funded employees over the past three years although the amount of state funding for those three years remained relatively unchanged. HVCB also used state contract funds to pay for exorbitant bonuses and unnecessary severance packages for its employees who were highly compensated. HVCB’s corporate office often superseded controls in place and approved inappropriate expenditures of state contract funds, while the bureau’s Japan office entered into a salary arrangement for an office executive that creates a potential conflict of interest. Summary of Findings Inadequate Authority Oversight Provided the Hawai`i Visitors & Convention Bureau With a Blank Check to Benefit the Bureau and Selected Entities This is trial version www.adultpdf.com 14 Chapter 2: The Hawai`i Tourism Authority Enabled the Hawai`i Visitors & Convention Bureau to Exploit State Contract Funding Questionable accounting practices enabled HVCB to circumvent the return of unspent funds to the authority leading to a qualified opinion by our consultant CPA firm. In addition, HVCB’s inadequate contract management led to a lack of assurance that its subcontractors appropriately used state contract funds. Finally, we found evidence that HVCB used state contract funds in connection with an unusual arrangement involving the former governor’s office. Despite relatively level state contract funding, HVCB increased its state- funded personnel roster by 20 percent and its state-funded personnel costs by 42 percent from CY2000 to CY2002. HVCB also used state contract funds to pay out large bonuses and severance packages to select employees. The number of HVCB state-funded employees increased by 20 percent In CY2000, HVCB had 82 state-funded employees. By CY2002, the number of state-funded employees had increased to 99—a 20 percent increase in personnel over three years. The total compensation of state- funded employees increased more than 42 percent over those same three years—from $3.7 million in CY2000 to $5.3 million in CY2002. HVCB’s total state funding, however, remained relatively constant over the 3-year state contract period ($45.7 million for CY2000, $47 million for CY2001, and $43.0 million for CY2002). The increase in state-funded HVCB employees over the last five years— from CY1998 to CY2002—is even more alarming. In CY2002, HVCB reported spending about $5.3 million in state-funded personnel—more than double the $2.5 million spent in CY1998. Exhibit 2.1 reflects the number of HVCB employees paid with state contract funds over the last five years from CY1998 to CY2002. HVCB employees received generous compensation, exorbitant state-funded bonuses, and unnecessary severance packages Prior to the authority’s establishment in 1998, the Department of Business, Economic Development and Tourism (DBEDT) contracted with HVCB to provide state tourism marketing. Under the department contract, HVCB was prohibited from using state contract funds to pay for portions of HVCB employees’ salaries in excess of amounts approved by the department. In 1998, the authority became the State’s lead tourism agency and assumed responsibility for the HVCB contract. In comparison to the HVCB’s state-funded personnel expenditures dramatically increased over the past three years despite level state contract funding This is trial version www.adultpdf.com 15 Chapter 2: The Hawai`i Tourism Authority Enabled the Hawai`i Visitors & Convention Bureau to Exploit State Contract Funding Exhibit 2.1 HVCB Staff Paid with State Contract Funds CY1998 to CY2002 0 20 40 60 80 100 120 CY1998 CY1999 CY2000 CY2001 CY2002 $- $1,000,000 $2,000,000 $3,000,000 $4,000,000 $5,000,000 $6,000,000 No. of Employees Total Compensation Source: Hawaii Visitors & Convention Bureau This is trial version www.adultpdf.com 16 Chapter 2: The Hawai`i Tourism Authority Enabled the Hawai`i Visitors & Convention Bureau to Exploit State Contract Funding department, the authority gave HVCB far more autonomy in establishing salaries and bonus and incentives programs. Unlike the department contract, the authority contract provided little oversight and no constraints on the amounts of HVCB employees’ salaries. As a result, HVCB salaries and bonuses increased significantly after the authority assumed responsibility from the department for the HVCB contract. We found eight HVCB employees who were compensated between $90,000 and $170,000 using state contract funds during CY2002. Three of the highest paid bureau employees experienced more than a 29 percent increase in their total compensation between CY2000 and CY2002. We also found that HVCB awarded over $500,000 in state-funded bonuses from CY2000 to CY2002. Individual state-funded bonuses over the three-year period ranged from about $100 to $65,000 and were based on performance goals. For example, conventions, meetings and incentives contract employees received a $2,500 bonus if they reached 80 percent of their individual production goals in terms of generating hotel leads, room nights, or bookings. If these employees reached 100 percent of their individual production goals, they earned a $5,000 bonus. Employees were also eligible for additional incentive program bonuses up to $6,000 if they exceeded their production goals. Several HVCB employees received individual annual bonuses in excess of $25,000. The authority did not assess the appropriateness of the salary levels or the incentive program bonus amounts. The authority’s non-involvement and apparent lack of accountability have been exploited by HVCB in establishing compensation thresholds for state-funded bureau employees. Such authority deficiencies have resulted in unfettered increases in the number of HVCB state-funded employees, as well as in the amount of their salaries and bonuses. In addition, we found that HVCB utilized state contract funds to provide several employees with severance pay. On January 1, 2003, marketing of the Hawai`i Convention Center was transferred from HVCB to the convention center’s operator—SMG. As a result, a number of HVCB employees assigned to meetings, conventions and incentives marketing were terminated. Although HVCB was not obligated to provide these employees severance pay, HVCB paid and accrued approximately $202,000 in severance pay using state contract funds. One employee’s severance pay was approximately $141,000, nearly the equivalent of that employee’s annual salary. Moreover, one employee who received severance pay was subsequently hired by SMG, the convention center operator that took over after HVCB. In effect, this employee was paid twice with state contract funds at the same time—first upon severance from HVCB and then upon hiring by SMG. This is trial version www.adultpdf.com 17 Chapter 2: The Hawai`i Tourism Authority Enabled the Hawai`i Visitors & Convention Bureau to Exploit State Contract Funding When asked about the severance payments, HVCB responded that payments were intended to ensure a smooth transition from HVCB to SMG. HVCB represented that the severance packages were established with the authority’s agreement. The authority disagreed, stating that authority officials had neither requested the severance packages nor had knowledge that the severance pay had been paid with contract funds. We question whether providing almost a quarter of a million dollars in severance pay was a prudent use of state contract funds. We further question the appropriateness of a single employee being paid both severance pay and salary at the same time by funds intended to market the convention center. Finally, we raise grave concerns regarding the payment by HVCB of over $202,000 in severance pay without the authority’s knowledge. Our review of a sample of HVCB state contract expenditures from January 2002 through October 2002 found that HVCB inappropriately spent $191,000 in state contract funds. In some cases, HVCB violated its own policies for reimbursable expenditures. In other cases HVCB did not exercise adequate controls over expenditures that resulted in the misuse of state funds. We also found several instances where HVCB used state contract funds to pay for other state agencies’ expenditures under questionable circumstances. Although we reviewed only a sample of HVCB’s contract expenditures, we are concerned that HVCB’s abuse of state contract funds may be widespread. Numerous expenditures approved at the corporate level violated HVCB’s own travel and entertainment policies In January 2002, HVCB issued a travel and entertainment policy to: provide guidance to travelers, travel arrangers, approvers, and auditors on cost-effective management of travel, entertainment, and other business expenses; identify reimbursable versus non-reimbursable expenses; and clarify employee responsibility for controlling and reporting travel, entertainment, and other business outlays. In acknowledgement that travel and entertainment costs are two of the largest controllable items in a company’s operating budget, HVCB prohibits certain travel and entertainment expenses. For example, airline upgrades, travel for companions or family members, traffic and parking violations, and in-room movies or mini-bar refreshments are non- allowable expenses. The policy also prohibits using state funds to pay for department parties, holiday parties, employee birthday gifts, or other occasions unless approved by the HVCB president. We agree that using state marketing funds to pay for such expenses is inappropriate. HVCB’s Honolulu corporate office approved a plethora of inappropriate state- funded expenditures This is trial version www.adultpdf.com 18 Chapter 2: The Hawai`i Tourism Authority Enabled the Hawai`i Visitors & Convention Bureau to Exploit State Contract Funding However, notwithstanding existing policies, we found numerous instances where HVCB’s corporate office approved expenditures using state contract funds that violated its own travel and entertainment policy. For example, HVCB used about $2,000 in state contract funds to purchase two first-class airline tickets even though the airline offered to provide HVCB with coach class tickets free of charge. This violated HVCB’s policy to use in-kind contributions whenever available. Exhibit 2.2 provides additional examples of HVCB’s practice of violating its own travel and entertainment policy. Some HVCB employees claimed and received excess reimbursement for travel expenses In addition to HVCB violating its own travel and entertainment policy, we also found instances where employees claimed, and received approval for, excessive reimbursement. Specifically, we found HVCB employees who inflated their mileage and parking expense requests. Even though the amounts involved each time may be small, there appears to be an operant culture of taking advantage of the funding source— public moneys. For example, we reviewed an expense report submitted by a Chicago- based employee requesting mileage reimbursement for a 25-mile trip. Our research, however, revealed that the actual mileage of the trip is only 6.6 miles. HVCB’s corporate office approved the mileage reimbursement. The same employee claimed 21 miles for a roundtrip from the Chicago office to a restaurant. We found, however, that the restaurant is less than 2.5 miles away from the office or approximately five miles roundtrip. This reimbursement was also approved by HVCB’s corporate office. Exhibit 2.3 identifies additional examples of excessive reimbursement approved by HVCB’s corporate office. While these overages do not represent a significant amount of money, it is indicative of the HVCB’s lack of internal controls and lack of prudent management of contract dollars. It also displays a tendency by HVCB to pay the expenses of privately-funded employees with state contract funds. Greater internal controls must be in place to ensure that state funds do not support privately-funded employees and their expenses. Expenditures by HVCB’s Kaua‘i Visitors Bureau and its China and Japan offices indicate varying degrees of improper management of state funds The Kaua‘i Visitor’s Bureau has a staff of four state-funded positions and an executive director who is paid through private funds. In CY2002, the Kaua‘i Visitors Bureau had a budget of $2,479,248 comprised of This is trial version www.adultpdf.com 19 Chapter 2: The Hawai`i Tourism Authority Enabled the Hawai`i Visitors & Convention Bureau to Exploit State Contract Funding Exhibit 2.2 Examples of Inappropriate Contract-Funded Expenditures HVCB Policy Examples of Policy Violations Traffic and parking violations are not reimbursable. HTA contract funds were used to pay for the HVCB president’s $137 in parking and speeding tickets. Extravagant meals and alcohol while entertaining staff are not reimbursable. HVCB’s five-year planning meeting on Kauai included a $2,400 employee dinner with $545 in alcoholic beverages. Upgrades for domestic air travel at the expense of HVCB are not permitted. The eastern region director of sales upgraded flights on several trips for a total cost exceeding $1,000. All family member travel expenses are the sole responsibility of the employee. HVCB’s president was reimbursed $174 for his family members’ travel expenses. State funds may not be used for department parties, holiday parties, or other occasions. • State funds were used to pay for $93 in napkins and refreshments for two HVCB office blessings. • Gifts valued in excess of $800 were purchased for HVCB’s outgoing board chair. These gifts included a two-night stay at a Four Seasons Hotel, a massage, and a golf package. Hotel in-room movies are not reimbursable. HVCB’s president was reimbursed $359 for in-room hotel movies he rented. Gifts to business associates or clients cannot exceed $25 per person per year. • HVCB paid for a $600 family vacation for an American Psychiatric Association representative who was instrumental in booking the association’s convention at the Hawai`i Convention Center. • An HVCB subcontractor employee received a $110 floral arrangement purchased with contract funds. Personal convenience is not acceptable justification for car rental. A Big Island Visitor Bureau employee was reimbursed $340 for a seven-day car rental because the employee shipped a personal car to Maui in anticipation of an imminent relocation to that island. Source: Office of the Auditor This is trial version www.adultpdf.com 20 Chapter 2: The Hawai`i Tourism Authority Enabled the Hawai`i Visitors & Convention Bureau to Exploit State Contract Funding state contract funding and private membership dues. We reviewed expenditures paid and invoices received in CY2002. While we did find instances of inappropriate or questionable expenditures of state contract funds, such as purchasing an office Christmas tree and spending over $100 for less than a pound of coffee for office use, they do not appear to be widespread. Thus, based on our limited review of expenditures, the Kaua‘i Visitors Bureau appears to monitor expenditures fairly well and generally complies with policies and procedures. Exhibit 2.3 Examples of Excessive Reimbursement for HVCB Employees Type Examples Mileage • An HVCB employee in the Chicago office requested and received reimbursement for a 25-mile trip; however, the actual distance traveled was only 6.6 miles. • The same employee requested and received reimbursement for a 21-mile trip; however, the actual distance traveled was only 4.8 miles. Parking • An HVCB employee in the Chicago office was reimbursed multiple times for parking in a structure less than 0.5 miles away from the Chicago office. The same employee is also reimbursed $230 a month for regular employee parking in another parking structure near the office. • Another Chicago employee was reimbursed on 12 separate occasions for parking within blocks of the Chicago office although the employee is reimbursed $175 a month for regular employee parking in a structure within walking distance of the office. Airfare • Almost $23,000 in first/business class travel by HVCB’s president for several domestic and international trips. • Airfare of about $1,000 for a privately paid HVCB employee to attend a training seminar. Other • Bereavement and get-well flowers for the parents of an HVCB executive who is paid with private funds. • Employee parking for an HVCB staff that is privately funded. • Internet service for employees’ home computers. Source: Office of the Auditor This is trial version www.adultpdf.com 21 Chapter 2: The Hawai`i Tourism Authority Enabled the Hawai`i Visitors & Convention Bureau to Exploit State Contract Funding HVCB’s two China offices are located in Beijing and Shanghai. The Beijing office, which is staffed by two state-funded employees, had a CY2002 budget of $239,707. The Shanghai office, which is also staffed by two state-funded employees, had a budget of $221,795 for the same time period. Our limited review of the expenditure files for the China offices did not uncover any examples of improper expenditures made with state funds. HVCB also has two offices in Japan—one in Tokyo and the other in Osaka. For CY2002, the entire Japan market area was budgeted about $10 million in state contract funds for leisure marketing. We reviewed a sample of 113 expenditures made for the Japan market area representing about 7 percent, or $730,000, of the total $10 million budget. Similar to the China offices, we did not find any examples of improper expenditures made with state funds in the sample we reviewed. We did, however, uncover an unusual salary structure for a Japan office executive that is supported by state contract funds. Japanese consumers account for nearly one-fourth (24 percent) of all arrivals to Hawai`i. However, unfavorable market conditions and increased competition required HVCB to intensify its marketing efforts to maintain and strengthen Hawai`i’s relationship with Japanese consumers. Therefore, for CY2002, about 27 percent of HVCB’s total leisure travel budget, or $10.1 million, was allocated to the Japan market area. A vice president for Japan marketing oversees HVCB’s Japan marketing division that is comprised of nine employees in Honolulu, Tokyo, and Osaka. The Japan marketing division is entirely funded with state contract funds. Although the Japan market area receives a significant portion of the leisure budget, HVCB also works with industry partners to develop cooperative opportunities to ensure continued stability and growth of the Japanese market. Specifically, the bureau has been actively strengthening its relationship with air carriers by implementing promotional programs. Carriers serving the Japanese market include Japan Airlines (JAL), All Nippon Airways (ANA), Northwest, United, and China Airlines. Under an unusual arrangement, JAL pays a portion of the Japan vice president’s salary and provides the vice president with JAL benefits. We believe this arrangement creates the potential for a conflict of interest— or at least the appearance of a conflict of interest. The vice president, who was hired by HVCB in 1997, was a former JAL employee. When the vice president was hired, HVCB was unable to match his JAL salary. Therefore, HVCB agreed to allow JAL not only The salary structure for a Japan office executive creates a potential conflict of interest This is trial version www.adultpdf.com 22 Chapter 2: The Hawai`i Tourism Authority Enabled the Hawai`i Visitors & Convention Bureau to Exploit State Contract Funding to fund the balance of the salary that the employee would have received had he remained with JAL but also to provide the vice president with JAL benefits. Under the arrangement, HVCB submits monthly payments to JAL representing HVCB’s portion of the vice president’s salary. Although HVCB asserts that this arrangement does not give JAL an unfair advantage in negotiating favorable cooperative marketing partnerships, it would be reasonable for other air carriers serving the Japanese market to disagree. Any arrangement that presents even the appearance of a conflict of interest should be avoided so that marketing activities supported by state contract funds are not tainted. Under its three-year leisure contract with the authority, the bureau could not expend more than $39 million annually. Although the leisure contract did not contain any provisions for the disposition of unspent contract moneys, any funds that HVCB did not commit or encumber should have been returned to the authority at the end of each of the three calendar years. Additionally, because HVCB is required to prepare its financial statements in accordance with generally accepted accounting principles, funds could be committed only if they were needed to pay for goods to be received, or services to be rendered, by the end of each calendar year. Funds should not be committed to pay for goods or services to be provided in the subsequent year. For the duration of HVCB’s leisure contract with the authority, HVCB has been able to spend exactly up to its annual $39 million expenditure limit. We find it highly suspicious that HVCB has never had unspent state contract funds to return to the authority. Our suspicions prompted a review of HVCB’s commitment of funds. We found that HVCB committed funds to pay for future goods and services—a direct violation of generally accepted accounting principles. For example, in November 2001, HVCB accrued approximately $1 million to an advertising company although no related services were provided by December 31, 2001. It appeared that the advertising company pre-billed HVCB for services it had yet to provide. On another occasion, the bureau accrued approximately $900,000 for various advertising and production services in December 2002, even though the services would be provided or completed in 2003. In Chapter 3 of this report, our consultant CPA firm, Nishihama & Kishida, CPA’s, Inc., declares its qualified opinion on the HVCB financial statements for the year ending December 31, 2002. By adopting this practice that violates generally accepted accounting principles, HVCB was able to spend exactly up to its limit and HVCB violated generally accepted accounting principles to circumvent contract limitations This is trial version www.adultpdf.com . 13 Chapter 2: The Hawai`i Tourism Authority Enabled the Hawai`i Visitors & Convention Bureau to Exploit State Contract Funding Chapter 2 The Hawai`i Tourism Authority Enabled the Hawai`i Visitors. Convention Bureau (HVCB) to market Hawai`i to leisure and business travelers. A review of the authority’s contract management and internal controls reveals that the authority failed to safeguard state funds. Japanese market include Japan Airlines (JAL), All Nippon Airways (ANA), Northwest, United, and China Airlines. Under an unusual arrangement, JAL pays a portion of the Japan vice president’s salary